User
1. Introduction
The User Field in Unifize allows administrators to enable Org Members to assign users directly within a checklist. These users could be owners, reviewers, assignees, or collaborators relevant to a specific stage or action in the process. When users are selected, their names are reflected in the My Inbox conversation window.
2. How the User field works
Admins must configure the User Field via:
Manage Process → Checklists → Add Fields → User
Once set:
Org members can click “+ Add User” and select one or more users from the organization. They can:
Search and select a user from the dropdown
View user names along with their email IDs
Remove or change selections
If “Multiple” feature is enabled, more than one user can be selected.
On saving the selection:
The user(s) appear in the checklist view
A notification is posted in the My Inbox conversation window
If a user is removed, the notification is also removed.
If the assigned user is changed, the name is updated in real time in the checklist and My Inbox window.
Org members can also add new users other than the once existing in the directory
3. How the User field helps you
The User field streamlines responsibility assignment within processes and ensures clarity on ownership.
Benefits:
Real-time updates in the conversation thread
Allows dynamic user configuration based on checklist stage or logic
Useful in distributed teams or multi-stage workflows
Use cases:
Specifying an investigator in an NC form
Tagging an approver for final sign-off
Routing tasks to the responsible department
4. Roles and permissions
Role
Capabilities
Admin
Configure user field, enable multiple user selection, apply conditional visibility
Org Member
Select, remove and update users from the org directory based on the config
External Member
Can view the process
5. User field settings
Setting
Description
Use case
User
Dropdown to select default users from the org directory
Pre-assign a specific department lead to review an NC
Multiple
Allows selection of more than one user if checked
Assign multiple reviewers in validation approval checklist
6. User field conditions
Setting
Description
Use case
Show until condition met
Displays the field until the condition is satisfied. Once met, the field will stay in shown state until there’s a behavior selected.
Show “CAPA Owner” field until “CAPA Closed” = Yes
Hidden until condition met
Keeps the field hidden unless the condition becomes true
Only show “Investigator” if “Severity” = High
Mandatory until condition met
Field is required until the logic is satisfied
Make “QA Reviewer” mandatory until “Status” = Approved
Disable until condition met
Locks the user field from being edited until the condition is met
Prevent user selection until “Deviation Identified” = Yes
Condition (Field + Qualifier)
Allows field-based logic to control visibility or lock state
Reveal user field based on department or product line selection
+ Add condition (AND)
Adds multiple conditions together for combined logic control
Show only when “Type” = Audit and “Severity” = Critical
Behavior (Dropdown)
Explicit control over what happens when the condition is met: hide the field, show it, or disable it
Lock user assignment fields during review-only workflows
Mandatory if not hidden
Makes field required only if it is visible
Ensure user is tagged when required, but skip if field is hidden
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